Configure Check In Check Out and Versioning for Document Library Apps SharePoint 2013

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Configure Check In Check Out and Versioning for Document Library Apps SharePoint 2013

Like This Blog 1 Spike Xavier
Added by October 24, 2013

This is a continuation of my initial post Configuring Column Default Values in SharePoint2013. In the next post, we’ll learn how to Apply Metadata Navigation Filtering in SharePoint 2013.

I am on the top level site of a Site Collection and I have created a Document Library called gdpByStateReports. I configured the library to have a folder structure which matched that of a File Share. I set up column default value settings and then migrated the documents over from the File Share into the newly created and configured Document Library. As I did so the list column YearOfReport was automatically set with the correct year of the report.

In this post I will configure the Versioning Settings for the entire Library. I will configure to keep 10 Major versions and keep draft or Minor Versions for 5 of the Major Versions. I will then set up the Document Library to Require Check In and Check Out in order to preserve a linear history each document to prevent branching.

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I am on the home page of my Demo site and I click gdpByStateReports which will take me to the document library i configured in the Column Default Settings in SharePoint2013 post.

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I click the Library Tab to change the ribbon to the context of interacting with the actual container itself.

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Now that the ribbon is active on the Library Tab I can get to the Library Settings Icon so I click it.

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I click the Versioning Settings link which is listed under General Settings on the Library Settings page.

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I select the radio button next to: Create major and minor (draft) versions… then I select the check box next to Keep the following number of major versions: and enter 10, and select the check box next to Keep drafts for the following number of major versions and set it to 5. Then I click OK.

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Whenever I set up versioning I changed the default view to include the Version column. This way anyone whom has access to the Library can see which version the document currently is at. In order to do this I click the All Documents Link.

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I select the check box next to Version and then click OK (click OK not shown)

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You can see that currently the version number is showing. I am going to click the 2009 folder so that I can work with some documents.

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Again I take notice that the Version column is showing in the All Documents View and that each document is currently at 1.0.

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I’m interested at this point in exploring Check In / Check Out. I click the Files Tab so that the Ribbon becomes contextual to working with one or more files in the Library.

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If you click the check mark icon in the top row it will select all of the Documents. Now you can see that the icon to check out the documents is active and users can Check Out Documents, edit them and then Check them back in. The problem here is that it is not enforced. In order to enforce Checking In and Checking Out of Documents we have to go back to the versioning settings page and configure that setting. We’ll do that next. To get to the Library Settings Page, click the Library Tab.

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I click the Library Settings Icon.

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I click the Versioning Settings Link.

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At the bottom I select the Require documents to be checked out before they can be edited? Yes radio button then click OK. This will preserve a linear history of each document in the Library.

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Whenever I configure Check In / Check Out required I will again edit the All Documents View by clicking the All Documents Link in the Views section.

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I Select Check In Comment and Checked Out To then click OK (Clicking OK not shown)

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Now I can see both the Check In Comment and the Checked Out To column in the all documents view. I will now try working with a library item under my newly configured settings so I click the 2009 folder.

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I’m going to work with the 2009-AR file. I notice that it’s at Version 1.0 and I can see that it is not checked out according to a lack of a green arrow next to the document Icon as well as a lack of values in the Checked Out To column.

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In order to edit the Document I click the ellipse and then click EDIT.

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Depending on how SharePointand Office are configured you may be prompted for credentials. If so enter them (not shown) and eventually you will get here where you will see a ribbon that says CHECK OUT REQUIRED. You can check out the document by clicking the Button Check out.

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I add a very simple piece of text: “addingThisPart”

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I click the save icon and then click the File Tab.

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Here in the File Tab I can see the Check In Icon. I click this Icon.

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I’m going to check in my changes as a Minor version (draft) this way those whom are collaborating on this document with me can see where I’m going, but I’m going to do a little more so I check the box that keeps the document checked out to me so that I can keep going.

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With the document still checked out to me I make another edit and add: “and this part”

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I click the Save Icon and the File.

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I click the Check In Icon.

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This time I select 2.0 Major Version and add my comments and then click OK.

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I’ll leave Excel 2013 open in the background and then go to Internet Explorer to take a look at the All Documents View. i can see that the Document is checked in, at Version 2.0 and the last comments are ‘Ready To go.’

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I go back to Excel 2013 and click the Check Out button to check the Document out and make another change.

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I add: ‘one more thing’

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I go back to look at SharePoint and if I refresh the page I see that the Document is Checked out and is currently at version 2.1.

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I go back to Excel 2013 and click Save then File.

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I click the Check In Icon.

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This time I select 3.0 Major version (publish) and add my comments and hit OK.

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When you go back to SharePoint2013 to the Library you can see the latest version number is appearing, with the latest comment and that the Document is not checked out. You may have to refresh your browser to get the latest version of the page.

Now we can see that check in / check out and versioning has been configured for the gdpBytateReports Library! This is a continuation of my initial post Configuring Column Default Values in SharePoint2013. In the next post, we’ll learn how to Apply Metadata Navigation Filtering in SharePoint 2013.


Spike Xavier
SharePoint Instructor – Interface Technical Training
Phoenix, AZ

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